Summary
Overview
Work History
Education
Skills
Certification
Personal Skills
Timeline
Languages
BusinessAnalyst
Karim Elwan

Karim Elwan

Senior Document Controller
Cairo,Heliopolis

Summary

Results-driven Senior Document Controller with extensive experience in managing and optimizing documentation workflows across diverse industries. Expertise in ensuring accuracy and compliance with regulatory standards, along with a strong track record in quality assurance and document management systems. Proficient in implementing effective document control processes that ensure meticulous record-keeping and enhance operational efficiency. Committed to fostering collaboration within teams to achieve seamless documentation practices and uphold the highest standards of compliance.

Overview

15
15
years of professional experience
4
4
years of post-secondary education
3
3
Certificates
3
3
Languages

Work History

Senior Document Controller

Hitachi Rail
Cairo
01.2025 - Current
  • Responsible for Implementation of structured document management processes and procedures, ensuring all instructions are followed throughout the project lifecycle.
  • Ensure document types are controlled as per established procedures and instructions.
  • Manage technical documents/correspondences daily, including processing, submitting, and tracking throughout the project cycle.
  • Operate within the electronic document management system (e-DMS) – ACONEX, ensuring proper registration, linking, uploading, and metadata compliance.
  • Apply correct documentation codes and references in accordance with the project Data Structure (PDS), ensuring version and revision control.
  • Maintain and report on document statuses, ensuring timely approvals, releases, and distributions.
  • Follow and oversee daily workflows from Formal Review to final approval, coordinating design submissions with the Employer and Employer representatives.
  • Ensure that controlled copies of the latest approved documents and drawings are distributed to the appropriate staff, subcontractors, and suppliers as applicable.
  • Collaborate with the document control team to finalize workflows, releases, and distributions while maintaining team alignment.
  • Communicate regularly with project document controllers (CJV, PM, sub-PM, and other team members) to ensure proper document creation and maintenance.
  • Implement quality checklists/guidelines to uphold documentation standards, particularly for releases to NAT & SYS.
  • Monitor and report on documentation issues that do not comply with the agreed PDS or Aconex metadata.
  • Conduct training as required and provide coaching for document controllers and project staff, to ensure that the document control processes are fully understood within the project
  • Projects:
  • Cairo Metro Line 1 Modernization
  • Developer: National Authority of Tunnels
  • Consultant : SYSTRA – ACE– SABBOUR
  • Contractor: Hitachi Rail – Colas Rail – Orascom Construction

Senior Document Controller

JLL – Jones Lang Lasalle Misr L.L.C
Cairo
08.2023 - 10.2024
  • Works within the established Electronic Document Management System (EDMS) to ensure that project information is accurate, controlled, transmitted, filed and registered for optimized tracking and retrieval (Aconex).
  • Process the project documents (hard and digital copies) in accordance with the approved procedures.
  • Ensuring that pre-established document control requirements (document layout and numbering system, how many and which signatures are required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
  • Expediting the creation, review, signature approval, and release of internally produced documents.
  • Producing logs, transmittals, and other reports as required.
  • Assisting users in capturing and locating electronic information.
  • Verifying retention requirements; arranging hard copies filing and long-term storage or disposal documents at the time of closeout.
  • Ensuring that all parties adhere to the project management plan, document numbering conventions and workflow templates processes within the EDMS (Aconex).
  • Ensuring that appropriate resources are provided for the management of documents and records.
  • Ensuring information, training and instruction is provided on the document and records management system.
  • Managing the document control and records management process
  • Checking the quality of documents
  • Ensuring documents are developed using correct styles and format.
  • Maintaining the document register.
  • Maintaining all the incoming and outgoing records
  • Ensuring that only approved current versions of documents are available for use.
  • Archiving of all obsolete documents and records.
  • Internal Auditing as Per Document Management Plan.
  • Projects:
  • ZED East Project:
  • Developer: Ora Developers Egypt for Real Estate Investment
  • Project Management: JLL – Jones Lang Lasalle Misr
  • Consultant: ACE – Arab Consulting Engineers Moharram Bakhoum
  • Contractor: Orascom Construction – Gama Construction – Concrete Plus – Redcon Construction – Gama Infrastructure –

Senior Document Controller

RMC - raafat.miller.consulting
Cairo
12.2015 - 03.2023
  • Successfully register all documents on Oracle Aconex data base to allow all procedure to pass through creating a project configuration based on document numbering needs and filling system.
  • Create forms and templates for all types of documents & and making process chart for each document for all holding company projects.
  • Follow up the status (Target & Remaining & Actual) of shop drawings and Material Submittal as per the Project Material List & Shop Drawings List (E1 & E2) Logs and timing as per Planned Submission Date in Time Schedule.
  • Create logs for each item of Site scope of work (Shop Drawings, RFI, Change Proposal, Letters, Test Report, Daily Report, Start New Activity, MAR, MIR & IR).
  • Manage the coordinating of the activities related to document control, including auditing and distribution of controlled documents.
  • Encourage teamwork to develop and maintain an effective team environment.
  • Make training for all Holding Companies Project Staff to Improve the Document controller skills and Job Quality.
  • Coordinate with consultants and contractors to send and receive various reports, drawings, submittals and other outstanding issues.
  • Track the pending documents through weekly and monthly progress reports - (Dashboard).
  • Make Shop Drawings Guide List for the last revision of all drawings.
  • Projects:
  • City Gate Project:
  • Developer: Al Dyar Al Qattaria
  • Project Management: Turner
  • Consultant: RMC–Rafaat Miller Consulting
  • Contractor: ACC–Arabian Construction Company
  • Cairo Festival City– Business Park C Project
  • Developer: Al Futtaim
  • Project Management: HGP–Hosny Pacer Group
  • Consultant: RMC–Rafaat Miller Consulting
  • Contractor: Hassan Allam
  • Mivida–Office Park Project
  • Developer: Emaar Misr
  • Project Management: Turner
  • Consultant: RMC–Rafaat Miller Consulting
  • Contractor: Al Shafar

Document Controller

ELNairouz Company
Cairo
08.2013 - 11.2015
  • Input document data into the standard registers ensuring that the information is accurate and up to date.
  • Generate the various document control reports as required.
  • Prepare site documents and follow up of all the site needs.
  • Prepare site documents and follow up of all the site needs.
  • Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
  • Maintain updated records of all approved documents and drawings and their distribution clearly.
  • Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
  • Maintain the files and control logs as required by the project.
  • Sheraton Complex Project

Operation Officer

Aqarat Company For Real Estate
Cairo
10.2010 - 08.2013
  • Ensuring that client documentations are complete and accurate.
  • Ensure monthly reports compared to targets.
  • Ensure medical report and follow up with all related parts.
  • Entry of documents, records and applications.
  • Quality of applications Ensure 100% accuracy.
  • Ensure adherence to the process in order to reduce the number of reprocesses.

Education

B.Sc. - Mass Communications

6 October University
Cairo
06.2010

Skills

Document Management

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Certification

Certificate of Document Control and Information Management - The American University in Cairo: School of Sciences and Engineering

Personal Skills

  • Communication – ability to communicate orally, in writing, or via electronic means, in a manner appropriate to the audience.
  • Teamwork – being a constructive team member, contributing practically to the success of the team.
  • Leadership – being able to motivate and encourage others.
  • Initiative – ability to see opportunities and to set and achieve goals.
  • Problem solving – thinking things through in a logical way in order to determine key issues, often also including creative thinking.
  • Flexibility/adaptability – ability to handle and adapt to new situations.

Timeline

Senior Document Controller

Hitachi Rail
01.2025 - Current

Senior Document Controller

JLL – Jones Lang Lasalle Misr L.L.C
08.2023 - 10.2024

Senior Document Controller

RMC - raafat.miller.consulting
12.2015 - 03.2023

Document Controller

ELNairouz Company
08.2013 - 11.2015

Operation Officer

Aqarat Company For Real Estate
10.2010 - 08.2013

B.Sc. - Mass Communications

6 October University

Languages

Arabic
Bilingual or Proficient (C2)
English
Bilingual or Proficient (C2)
French
Elementary (A2)

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Karim ElwanSenior Document Controller